Integrations

Go to Integrations in the navigation to connect SessionPilot OPS to third-party HR and payroll platforms so employee data stays in sync. This is a new area of the app - currently there’s one integration available: Nmbrs, a Dutch/Belgian payroll and HR platform. Like Billing, this page is restricted to Owners and Ops Managers.

Nmbrs uses a secure login handoff (OAuth) rather than an API key you copy and paste in - you log into your own Nmbrs account directly, and SessionPilot never sees or stores your Nmbrs password. The connection requests exactly four permissions from Nmbrs: read access to employee info, employment info, and company info, plus offline_access - the technical permission that lets Nmbrs issue a refresh token so SessionPilot can stay connected without you having to re-approve every hour. It can’t make changes in your Nmbrs account. Access and refresh tokens are encrypted before being stored.

The connection card’s status badge reflects what’s stored for your restaurant: Not configured, Disconnected, Connected, or Error.

If it says “Not available yet”

If the Nmbrs card shows Not available yet, the SessionPilot team hasn’t finished setting up the platform-wide connection to Nmbrs for your account yet (this depends on a set of platform-level credentials being configured, not anything restaurant-specific). Contact support to have it enabled - there’s nothing to configure on your end until then.

Connecting Nmbrs

1. Click Connect Nmbrs.
2. You’ll be redirected to Nmbrs and asked to log into your own Nmbrs account (if you aren’t already) and grant SessionPilot access.
3. After you approve access, you’re brought back to the Integrations page, now showing Connected.

The redirect back to SessionPilot carries a signed, single-use token identifying your restaurant, which expires exactly 10 minutes after you click Connect Nmbrs. If you decline access on the Nmbrs screen, or you take longer than that to get through the Nmbrs login/consent screen, you’re simply returned to the Integrations page with nothing connected and no error message - the Connect Nmbrs button is still there, so just try again.

If the handoff itself fails after you’ve approved access (for example, Nmbrs is unreachable, or the temporary code Nmbrs sent back can’t be exchanged), the card instead shows Error with a message describing what went wrong. Click Connect Nmbrs again to retry the whole handoff from scratch.

Choosing a company

Once connected, select which Nmbrs company record to link:

1. Use the Nmbrs company dropdown to choose the correct company.
2. Click Save.

The page shows which company is currently connected as “Connected as [company name]” until one is chosen. The company list is fetched fresh from Nmbrs every time you load the Integrations page (it isn’t cached), so if SessionPilot can’t load your list of companies from Nmbrs at that moment (a transient Nmbrs API issue, most commonly), the dropdown is replaced with an error message instead - reloading the page or reconnecting usually clears this. If your account has more than 100 companies, SessionPilot pages through Nmbrs’s company list automatically, so the dropdown still shows everything rather than just the first page.

You can change the selected company at any time by picking a different one from the dropdown and clicking Save again - you don’t need to disconnect first. To switch to a different Nmbrs account entirely (not just a different company within the same account), disconnect first, then reconnect - there’s no separate “switch account” action.

Importing employees

Once a company is selected, click Import employees to pull employee names from Nmbrs into SessionPilot. Only Nmbrs employees on payroll are pulled in - the request to Nmbrs itself is filtered to payroll-type employees, so applicants, former staff, and external contractors in Nmbrs never come back in the results at all.

• Employees are matched by their Nmbrs employee ID, so importing again later updates existing people’s names instead of creating duplicates.
• Only basic info (full name, built from Nmbrs’s first name, prefix, and last name fields - so a Dutch “tussenvoegsel” like “van der” is preserved) is imported - each new employee is created with an auto-generated internal login and employee code, assigned to your restaurant’s default Full-time contract category, and left unassigned to any branch. You’ll still need to open their profile in SessionPilot to set their branch, role, pay, and other details separately.
• After an import finishes, the page shows how many employees were added, updated, and skipped (skipped covers both a Nmbrs record with no usable name and, rarely, an internal account-creation failure for that one record), along with the date and time of the last import.
• If your plan has an employee limit, only genuinely new employees count against it - re-importing someone who already exists just updates their name and doesn’t use up a slot (this is checked against your active, non-terminated employee count). If a new employee would push you over the limit, the import stops immediately at that point and tells you how many were added before hitting the limit; the remaining Nmbrs employees aren’t touched. Upgrade your plan, then run Import employees again to bring in the rest (already-imported people are matched and skipped over, not duplicated).
• If your Nmbrs connection has quietly expired (see below) by the time you click Import employees, the import doesn’t run at all - you’ll see “Your Nmbrs connection has expired. Reconnect and try again.” Reconnecting (via Connect Nmbrs) resolves it.
• Import employees stays disabled in the UI until a company has actually been selected and saved.

Token expiry and refresh

Nmbrs access tokens are short-lived by design. SessionPilot refreshes yours automatically behind the scenes whenever it’s within about a minute of expiring, so day-to-day you shouldn’t notice anything - there’s no visible “reconnect” prompt for routine refreshes. Each refresh also rotates your refresh token itself (Nmbrs issues a new one every time), which SessionPilot stores in place of the old one automatically. You’ll only see a problem if the refresh itself fails (for example, access was revoked on the Nmbrs side, or the connection sat unused long enough that Nmbrs invalidated it): the status badge flips to Error, and the next action you take (loading the company list, or importing) surfaces a message telling you to reconnect. Reconnecting via Connect Nmbrs re-establishes everything, including your previously selected company (you can re-select it, or pick a different one, right after).

Disconnecting

Click Disconnect to remove the Nmbrs connection. This clears the saved company selection and all stored tokens; you’ll need to reconnect and choose a company again before importing.

Frequently asked questions

Nmbrs shows “Connected” but I don’t see any employees to import. Make sure you’ve selected a company under Choosing a company first - Import employees stays disabled until a company is selected. Also confirm the Nmbrs company itself has payroll-type employees; other employee types aren’t returned.

Clicking “Connect Nmbrs” seemed to do nothing. You most likely declined access on the Nmbrs screen, or spent too long on it (the sign-in window expires exactly 10 minutes after you click Connect Nmbrs). No harm done - just click Connect Nmbrs again.

My import stopped partway through. You hit your plan’s employee limit. The summary tells you how many were added before it stopped. Contact support to raise your limit, then run the import again to pick up where it left off.

The Nmbrs company dropdown won’t load. This is usually a temporary issue reaching Nmbrs’s API - the list is fetched live on every page load rather than cached, so a blip on Nmbrs’s side shows up immediately. Refresh the page; if it persists, disconnect and reconnect.